How to Organize Chart of Accounts in QuickBooks Online? Your Comprehensive Guide


Managing your financial data efficiently is crucial for the success of any business. QuickBooks Online provides a powerful toolset to streamline this process, and organizing your Chart of Accounts is a key step towards maintaining accurate and insightful financial records. In this guide, we will walk you through the steps to organize your Chart of Accounts in QuickBooks Online, ensuring a structured and efficient financial management system.

Step 1: Accessing the Chart of Accounts

Navigate to the "Accounting" tab on the left-hand menu and select "Chart of Accounts." This is your starting point for organizing and customizing your accounts.

Step 2: Understanding Account Types

QuickBooks Online offers a range of account types, including Bank, Income, Expense, and more. Familiarize yourself with these types to appropriately categorize your accounts and facilitate easy tracking.

Step 3: Creating Accounts

Click on the "New" button to add new accounts to your Chart. Ensure each account has a clear and descriptive name, aligning with your business structure. Utilize main keywords relevant to your industry for better searchability.

Step 4: Sub-Accounts for Hierarchy

To create a hierarchical structure, establish sub-accounts under main categories. This enhances organization and provides a comprehensive view of your financial data. For example, create sub-accounts under "Expenses" for specific cost categories.

Step 5: Deleting or Merging Accounts

Regularly review your Chart of Accounts and eliminate redundancies. Use the "Edit" option to merge accounts or delete unnecessary ones. This ensures a clutter-free and easy-to-navigate financial structure.

Step 6: Reordering Accounts

Drag and drop accounts to reorder them based on priority. This customization helps in presenting financial information in a logical sequence, making it user-friendly for both internal and external stakeholders.

Step 7: Utilizing Account Numbers

Assigning account numbers provides an additional layer of organization. Use a systematic numbering system to simplify tracking and referencing. This is particularly beneficial for businesses with extensive Chart of Accounts.

Step 8: Regular Review and Maintenance

Periodically review your Chart of Accounts to accommodate changes in your business structure or financial requirements. Regular maintenance ensures that your financial data remains accurate and reflects the current state of your business.


Effectively organizing your Chart of Accounts in QuickBooks Online is a fundamental step towards maintaining a clear and comprehensive financial overview. By following these steps, you'll create a well-structured financial framework that not only meets your business needs but also enhances efficiency and accuracy in your financial management processes.

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